HomeMy WebLinkAboutAPS Affiliates, Inc - 1996-07-15S.-
CITY OF HUNTINGTON BEACH
2000 MAIN STREET
OFFICE OF THE CITY CLERK
CONNIE BROCKWAY
CITY CLERK
August 5, 1996
Mr. David Bolton
APS Affiliates, Incorporated
1571 North "E" Street
San Bernardino, California 92405
Dear Mr. Bolton;
CALIFORNIA 92648
The City Council of the City of Huntington Beach at the regular meeting held on
July 15, 1996, approved execution of the enclosed agreement between the City of
Huntington Beach and APS Affiliates, Incorporated for management of public
access equipment, photocopying, and other related services throughout the library
system.
Enclosed is a duly executed copy of the agreement for your records.
Sincerely,
Connie Brockway
City Clerk
Enclosure: Agreement
agrltr2/jc
(Telephone: 714-536-5227 )
�ITY OF HUNTINGTON BEA d
MEETING DATE: July 17,1996
DEPARTMENT ID NUMBER:
Council/Agency Meeting Held:
Deferred/Continued to:
I AAp roved ❑ Conditionally Approved ❑ Denied
City Sia ature
Council Meeting Date: July 17,1996
Department ID Number:
CITY OF HUNTINGTON BEACH
REQUEST FOR ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL
SUBMITTED BY: MICHAEL T. UBERUAGA, CITY ADMINISTRM
PREPARED BY: RON HAYDEN, DIRECTOR OF LIBRARY SE
SUBJECT: Photocopying Contract with APS Affiliates
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s)
Statement of Issue: In order to provide photocopying and other fee based equipment
services from a private company at the Central Library and Library Branches, the City
Council must approve the agreement with APS Affiliates Inc.
Funding Source: Not Applicable
Recommended Action: Approve the agreement with APS Affiliates Inc. to provide
photocopying and other related services throughout the library system.
Alternative Action(s):
1. Do not approve agreement with APS Affiliates and select another company.
2. Do not privatize photocopying services and Library will continue with current services.
Analysis: The Library System offers patrons fee based use of various equipment including
photocopying, computers, printers, typewriters and microforms. Most of this equipment is W
more than 7 years old, is in need of frequent repair and some needs to be replaced. The \
five microfilm readers, for example, need to be replaced and cost approximately $10,000 /
each. To save capital funds and offer better service to our patrons, the Library Services
Department worked with the Purchasing Division to solicit bids from companies interested in
RCAAPS.DOC -2- 06/19/96 11:44 AM
• REQUEST FOR ACTION 0
MEETING DATE: July 17,1996 DEPARTMENT ID NUMBER:
providing these services. Three bids were received and evaluated. APS Affiliates, Inc. was
selected because of their 12 years of business experience providing contract photocopier
services to libraries, recommendations from other libraries, the quality of the equipment
offered, both availability and quality of service, as well as their commission schedule.
Under the agreement, APS Affiliates will provide 49 pieces of equipment, as described in the
attached contract; both coin and debit card access for payment; and supplies, parts, and
labor for maintenance. APS will pay a sliding scale of commissions, ranging from 15% of the
first $8,000 in sales per month to 30% for the sales over $15,000. The public will benefit
from newer, well -maintained equipment. The city will benefit from the cost savings of capital
outlay expenses for replacement purchases of some equipment and lease -purchase of
other. Net revenue received should be approximately the same as existing net revenue for
the General Fund , which was $23,595 in 1995. (Gross revenue was $59,961, less expenses
of $36,366 equals $23,595.) Based on 1995 usage, estimated revenue based on the
percentage commission from APS will be approximately $24,000 for the General Fund.
The FY96/97 General Fund Budget for the Library includes a $15,000 reduction due to the
privatizing of photocopying. If this agreement is not approved, the Library would have to
reduce from another program to balance the budget.
Environmental Status: No negative impact
Attachment(s):
- Contract
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PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
APS AFFILIATES, INC. FOR FACILITIES MANAGEMENT
OF PUBLIC ACCESS EQUIPMENT IN THE LIBRARY SYSTEM
TABLE OF CONTENTS
WORK STATEMENT.
CITY STAFF ASSISTANCE
TIME OF PERFORMANCE
COMPENSATION
EXTRA WORK
METHOD OF PAYMENT
DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS
INDEMNIFICATION, DEFENSE, HOLD HARMLESS
WORKERS' COMPENSATION
INSURANCE .
CERTIFICATES OF INSURANCE
INDEPENDENT CONTRACTOR
TERMINATION OF AGREEMENT
ASSIGNMENT AND SUBCONTRACTING
COPYRIGHTS/PATENTS
CITY EMPLOYEES AND OFFICIALS
NOTICES
IMMIGRATION
LEGAL SERVICES SUBCONTRACTING PROHIBITED
ATTORNEY FEES
ENTIRETY
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PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
APS AFFILIATES, INC. FOR FACILITIES MANAGEMENT
OF PUBLIC ACCESS EQUIPMENT IN THE LIBRARY SYSTEM
THIS AGREEMENT is made and entered into this l 5-tf-" day of
C , 1996, by and between the CITY OF HUNTINGTON BEACH, a
municipal corporation of the State of California, hereinafter referred to as "CITY," and APS
AFFILIATES, INC., a California corporation, hereinafter referred to as "CONTRACTOR."
WHEREAS, CITY desires to engage the services of a contractor to management of
public access equipment, such as self -serve photocopiers, dollar bill changers, micrographic
reader printers, computers, CD ROM printers, etc. within the library system in the City of
Huntington Beach; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of
HBMC Chapter 3.03 relating to procurement of professional service contracts has been
complied with; and
CONTRACTOR has been selected to perform said services,
NOW, THEREFORE, it is agreed by CITY and CONTRACTOR as follows:
WORK STATEMENT
CONTRACTOR shall provide all services as described in the CONTRACTOR'S
Proposal dated April 9, 1996 (hereinafter referred to as Exhibit "A"), which is attached hereto
and incorporated into this Agreement by this reference. Said services shall sometimes
hereinafter be referred to as "PROJECT."
CONTRACTOR hereby designates David E. Bolton, who shall represent it and be its
sole contact and agent in all consultations with CITY during the performance of this
Agreement.
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2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONTRACTOR in the
performance of this Agreement.
3. TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of the CONTRACTOR
are to commence as soon as practicable after the execution of this Agreement and all tasks
specified in Exhibit "A" shall be completed no later than thirty six (36) months from the date of
this Agreement. These times may be extended with the written permission of the CITY. The
time for performance of the tasks identified in Exhibit "A" are generally to be as shown in the
Scope of Services on the Work Program/Project Schedule. This schedule may be amended to
benefit the PROJECT if mutually agreed by the CITY and CONTRACTOR.
4. COMPENSATION
In consideration of the performance of the services described herein,
CONTRACTOR agrees to pay CITY as follows:
15% of net sales (after sales tax) of the first $8,000;
20% each $8,001410,000
25% of $10,000.01 - $15,000
30% of $15,000.01 and above
5. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "A", or
changes in the scope of services described in Exhibit "A", CONTRACTOR will undertake such
work after receiving written authorization from CITY. Additional compensation for such extra
work shall be allowed only if the prior written approval of CITY is obtained.
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6. METHOD OF PAYMENT
CONTRACTOR agrees to pay CITY on the 25th day of the following month in
accordance with the progress and payment schedules set forth in Exhibit "A."
7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS.
CONTRACTOR agrees that all materials prepared hereunder, including all
original drawings, designs, reports, both field and office notes, calculations, maps and other
documents, shall be turned over to CITY upon termination of this Agreement or upon
PROJECT completion, whichever shall occur first. In the event this Agreement is terminated,
said materials may be used by CITY in the completion of PROJECT or as it otherwise sees fit.
Title to said materials shall pass to the CITY upon payment of fees determined to be earned by
CONTRACTOR to the point of termination or completion of the PROJECT, whichever is
applicable. CONTRACTOR shall be entitled to retain copies of all data prepared hereunder.
8. INDEMNIFICATION, DEFENSE, HOLD HARMLESS
CONTRACTOR shall indemnify and save and hold harmless CITY, its officers
and employees, from any and all liability, including any claim of liability and any and all losses
or costs arising out of the negligent performance of this Agreement by CONTRACTOR, its
officers or employees.
9. WORKERS' COMPENSATION
CONTRACTOR shall comply with all of the provisions of the Workers'
Compensation Insurance and Safety Acts of the State of California, the applicable provisions
of the California Labor Code and all amendments thereto; and all similar state or federal acts
or laws applicable; and shall indemnify, defend and hold harmless CITY from and against all
claims, demands, payments, suits, actions, proceedings and judgments of every nature and
description, including attorneys' fees and costs presented, brought or recovered against CITY,
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for or on account of any liability under any of said acts which may be incurred by reason of any
work to be performed by CONTRACTOR under this Agreement.
CONTRACTOR shall obtain and furnish evidence to CITY of maintenance of
statutory workers' compensation insurance and employers' liability in an amount of not less
than $100,000 bodily injury by disease, each employee, and $250,000 bodily injury by disease,
policy limit.
10. INSURANCE
In addition to the workers' compensation insurance and CONTRACTOR'S
covenant to indemnify CITY, CONTRACTOR shall obtain and furnish to CITY the following
insurance policy covering the PROJECT:
A. General Liability Insurance. A policy of general public liability insurance,
including motor vehicle coverage. Said policy shall indemnify CITY, its officers, agents and
employees, while acting within the scope of their duties, against any and all claims arising out
of or in connection with the PROJECT, and shall provide coverage in not less than the
following amount: combined single limit bodily injury and property damage, including products,
completed operations liability and blanket contractual liability, of $1,000,000 per occurrence. If
coverage is provided under a form which includes a designated general aggregate limit, the
aggregate limit must be no less than $1,000,000. Said policy shall name CITY, its officers and
employees as Additional Insureds, and shall specifically provide that any other insurance
coverage which may be applicable to the PROJECT shall be deemed excess coverage and
that CONTRACTOR'S insurance shall be primary.
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11. CERTIFICATES OF INSURANCE
Prior to commencing performance of the work hereunder, CONTRACTOR shall
furnish to CITY certificates of insurance subject to approval of the City Attorney evidencing the
foregoing insurance coverages as required by this Agreement; said certificates shall provide
the name and policy number of each carrier and policy, and shall state that the policy is
currently in force and shall promise to provide that such policies will not be canceled or
modified without thirty (30) days prior written notice to CITY. CONTRACTOR shall maintain
the foregoing insurance coverages in force until the work under this Agreement is fully
completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverages shall not
derogate from the provisions for indemnification of CITY by CONTRACTOR under this
Agreement. CITY or its representative shall at all times have the right to demand the original
or a copy of all said policies of insurance. CONTRACTOR shall pay, in a prompt and timely
manner, the premiums on all insurance hereinabove required.
12. INDEPENDENT CONTRACTOR
CONTRACTOR is, and shall be, acting at all times in the performance of this
Agreement as an independent contractor. CONTRACTOR shall secure at its expense, and be
responsible for any and all payments of all taxes, social security, state disability insurance
compensation, unemployment compensation and other payroll deductions for CONTRACTOR
and its officers, agents and employees and all business licenses, if any, in connection with the
services to be performed hereunder.
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13. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and workmanlike
manner. CITY may terminate CONTRACTOR'S services hereunder at any time with or without
cause, and whether or not PROJECT is fully complete. Any termination of this Agreement by
CITY shall be made in writing through the Director of Library Services, notice of which shall be
delivered to CONTRACTOR as provided herein.
14. ASSIGNMENT AND SUBCONTRACTING
This Agreement is a personal service contract and the supervisory work
hereunder shall not be delegated by CONTRACTOR to any other person or entity without the
consent of CITY.
15. COPYRIGHTS/PATENTS
CITY shall own all rights to any patent or copyright on any work, item or material
produced as a result of this Agreement.
16. CITY EMPLOYEES AND OFFICIALS
CONTRACTOR shall employ no CITY official nor any regular CITY employee in
the work performed pursuant to this Agreement. No officer or employee of CITY shall have
any financial interest in this Agreement in violation of the applicable provisions of the California
Government Code.
17. NOTICES
Any notices or special instructions required to be given in writing under this
Agreement shall be given either by personal delivery to CONTRACTOR'S agent (as
designated in Section I herein above) or to CITY'S Director of Library Services, as the situation
shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing
the same in the United States Postal Services, addressed as follows:
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TO CITY:
Ron Hayden
Director of Library Services
7111 Talbert Avenue
Huntington Beach, CA 92648-1296
18. IMMIGRATION
TO CONTRACTOR:
David E. Bolton
APS Affiliates, Inc.
1571 North "E" Street
San Bernardino, CA 92405
CONTRACTOR shall be responsible for full compliance with the immigration and
naturalization laws of the United States and shall, in particular, comply with the provisions of
the United States Code regarding employment verification.
19. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONTRACTOR and CITY agree that CITY is not liable for payment of any
subcontractor work involving legal services, and that such legal services are expressly outside
the scope of services contemplated hereunder. CONTRACTOR understands that pursuant to
Huntington Beach City Charter § 309, the City Attorney is the exclusive legal counsel for CITY;
and CITY shall not be liable for payment of any legal services expenses incurred by
CONTRACTOR.
20. ATTORNEY'S FEES
In the event suit is brought by either party to enforce the terms and provisions of this
agreement or to secure the performance hereof, each party shall bear its own attorney's fees.
REST OF PAGE NOT USED
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21. ENTIRETY
The foregoing, and Exhibit "A" attached hereto, set forth the entire Agreement
between the parties.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their authorized officers the day, month and year first above written.
APS AFFILIATES, INC.
By.
William R. Sikes, President
By:L6z'—Ov�-
Barbara Sike , SecretarylTreasurer
CITY OF HUNTINGTON BEACH, A
municipal corporation of the State of
California
Z>a'� lr�� �'-
Mayor
ATTEST:
ccG G��--
City Clerk
APPROVED AS TO FORM:
! � Co ykttorney J ,.f/
INITIATED D A PROVED:
) - n - 1-11�
Director of Library rvices
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FACILITIES MANAGEMENT SYSTEM PROPOSAL
PREPARED FOR:
HUNTINGTON BEACH PUBLIC LIBRARY SYSTEM
7111 TALBERT AVENUE
HUNTINGTON BEACH, CA 92648-1296
PRESENTED TO:
JAN HALVORSEN
PREPARED BY:
APS AFFILIATES
1571 NORTH E STREET
SAN BERNARDINO, CA 92405
800-350-6058
DAVID E. BOLTON
MARKETING
SUBMITTED:
TUESDAY, APRIL 9, 1996
Cam:
Facilities Management Proposal
Huntington Beach Public Library
Table of Contents
Item
Description
Page
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Proposal .....................................................
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Equipment ..................................................
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Library Options ...........................................
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Vend Prices ................................................
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Change Fund ..............................................
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Training......................................................
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Supplies .....................................................
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Service.......................................................
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Bypass and Staff Copies ............................
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Commission ................................................
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Insurance ....................................................
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Term of Agreement ....................................
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Re -Openers & Annual Review ...................
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Cancellation ...............................................
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Arbitration...................................................
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Customer Owned Equipment ......................
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Acceptance .................................................
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Equipment Schedule ..................................
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Certificate of Insurance ..............................
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References (Confidential) ............................
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Facilities Mana eme�S stem Proposal
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for the Huntington Beach Public Library
Public Access Equipment with Debit Card
APS Affiliates, Inc. will provide the following Facilities Management Cost -Per -Copy system to provide self -serve
photocopiers, dollar bill changer, micrographic reader printers.. computers. CD ROM printers. OPAC printers.
Public Fax and debit card operated systems to the Huntington Beach Public Library, located at 7111 Talbert
Avenue, Huntington Beach, CA 92648-1296 and four Branch libraries.
EQUIPMENT
APS will install, assume, operate, maintain and service the following equipment as more fully set forth in
Equipment Schedule I and ii:
1 SF-9800
Sharp High Speed Duplicator with ADF, Duplex, Sorter, Stapler for
Acquisitions (Replacement for FP-2680 at end of current lease)
6 APS1000
APS High Speed Book copier equipped with coin mechanism and debit card
[Central]
3 SF-7900
Sharp Book Copier, ADA equipped with coin mechanism and debit card
[Central]
3 FP-1780*
Panasonic Book Copiers equipped with coin mechanism. Libra,v Leased add
debit card one in Central or Graham if space, one in Banning and one in Main
Street Branch
1 FP-2680*
Panasonic staff copier with Sorter, ADF. Library Leased. Acquistions[Central]
1 HP CopyJet*
HP *or equivalent Color Copier equipped with coin mechanism and debit card
[Central]
6 ACT
Install ACT debit cards on library owned 605Z and one Minolta 503[Central]
16 Printer
Install ACT debit card.. Interface and printers on CD ROM & OPAC
workstations [Central]
2 ACT
Install two debit card reader/ printer on A/B in childrens computer lab
[Central]
3 Computers
Install one 486DX4-100 Public Access Computer iv/laser printer, MS -Office,
PC
DOS,Windows,Print Shop Deluxe, Debit Card [Banning, Graham and Main
Street Branches]
1 FAX
Install one debit card public fax on library telephone line, charge $1 per
page, commission at 50% [Central] LIBRARY OPTIONAL
2 Validator
ACT Dispenser/Encoder (one in copy center, one to be determined)[Central]
one validator may be equipped with credit card value adder
1 Ro-tve BD35
Dollar Bill Changer [Central]
I Cabinet
Storage Cabinet for supplies, locking[Central]
4 Typewriters
Electronic Typewriters on work stands [Central]
[See attached Equipment Schedule]
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APS will assume the operation of -the existing Minolta 605Z micrographic reade inters. Whenever any of the
existing 605Z reader printers outlives their useful life, APS will replace those units with current model reader
printers. APS will assume the operation of the existing Minolta 503 micrographic reader printer and will replace it
when it outlives it usefiil life.
APS will provide two ACT Card Dispenser/Encoder to be located in the main library. The Dispenser/Encoder will
accept $L $5. $10 and $20 Bills. The debit cards will cost 50¢ and have 50¢ pre -encoded copy value and will sell
for $1 each. including sales tax computed to the nearest mil. The 50e card charge covers the cost and sale of the
card and is non-reftmdable. The card holder may add value to the card by inserting the card into the Encoder and
inserting $1, $5. $10 or $20 bills into the encoder which will add the appropriate value onto the card. The ACT
Dispenser/Encoder does not give change.
APS will install and operate three personal computers equipped as follows: 486DX4-100, 8 MB RAM, 540 MB
HD. 1.44 FDD. SVGA Monitor. Keyboard. mouse. laser printer, debit card access control system and the
following software:DOS. Windows, MS OFFICE (Word. Excel and PowerPoint) and Print Shop Deluxe. [one each
in Banning. Main Street and Graham]
APS will install one replacement for staff Panasonic FP-2680 at end of lease with a Sharp 9800 high speed office
duplicator equipped with automatic document feed., duplex and 15 bin sorter and stapler. LIBRARY will receive
6.000 free copies per month for staff use and will be charged at the rate of 3.1¢ per coPy including paper for all
copies exceed the 6.000 free per month.. Any excess copy charges will be deducted from the commissions earned.
These same terms will apply to the FP-2680 until it is replaced.
LIBRARY OPTIONS
APS will install and operate one public access debit card controlled public fax machine on a line to be provided by
the library. The fax rate will be $1.00 per page and the commission to the library will be 50%.
APS will provide additional copiers, computers, printers and the controlling of additional CD ROM/ OPAC or
other LAN as requested, including extra copier(s) for the tax season and to meet future growth.
VEND PRICES
APS offers the following vend prices:
Photocopies 8-1/2" x IF and 8-1/2" x 14"
Color Copies 8-1/2" x I I" and 8-1/2" x 14"
Micrographic Fiche and Film Prints
OPAC and CD ROM printers
Childrens Computers printer
Computers. PC
Electronic Typewriters
FAX
20¢ coin, 150 Debit Card
$1.00 coin,80¢ Debit Card
25v coin. 20d Debit Card
15dpage, Debit Card Only-
15¢ print
$3.00 hour. 150 print
DebitCard Only(branches)
$2.00 per hour, coin only
$1.00 per page.
Debit Card Only
CHANGE FUND
APS will provide the Central Library and each branch with a change Rind in the amount of $30.00 and a receipt
system for the purpose of making refunds when copiers or change machines malfunction. LIBRARY will assume
full responsibility for the safekeeping of the change fund. The Change Fund will be replenished at the time the
machines are being collected or as needed.
115 TRAINING • •
116 APS will provide all necessary Key Operator training for your LIBRARY staff so that they will be able to
117 effectively operate all equipment provided. Key Operators will immediately notify APS of any problem requiring
118 technical assistance by calling our toll -free number. 800-527-3331.
119
120 SUPPLIES
121 APS provides only the finest quality paper in our copiers. The paper is 20 lb., long grain bond, no less than 86
122 bright. We have found that only the best paper and toner yield the best copy quality. The paper we use is cleaner
123 than standard copy paper, thus the copier does not get as dirty and has less down -time than copiers that use inferior
124 grades of paper and generic toners.
125
126 SERVICE
127 APS Affiliates provides scheduled maintenance service Mondays through Fridays from 8:00 a.m. to 5:00 p.m. and
128 emergency service seven days a week from 8:00 a.m. to 5:00 p.m.. Service calls are accepted seven days a week, 24
129 hours a day through one of several 800 service numbers. The lines are staffed Monday through Friday from 800
130 a.m. through 5:00 p.m. and through our voice mail/answering system during after-hours. holidays and weekends.
131 Your service requests will be handled by our skilled factory trained. technicians. Our technicians operated from our
132 fleet of radio -dispatched fully stocked service vehicles that carry parts. supplies and paper necessary to operate and
133 maintain your Facilities Management Cost -per -Copy System. Emergency Parts Orders are available to augment the
134 normal part's inventory.
135
136 Maintenance and service scheduling will be according to the factory recommendations for preventative
137 maintenance and "emergency service' will be on an "as -needed' basis. Our average response time is four hours.
138 The machines will be collected on a routine basis by our service technicians or customer service representatives.
139
14o BYPASS AND STAFF COPIES
141 Main library staff will be provided with ten 100 unit debit cards for use in giving bypass and refund copies to
142 patrons. Cards will be replaced or re -encoded when they become exhausted of copies. Each Branch library will be
143 provided with two 100 unit staff refund debit cards to make refund copies. Each Branch library will be provided
144 with two 200 unit debit cards for staff use each month. Additional staff copies can be purchased on one hundred
145 unit debit cards at the rate of 3.1¢ per copy plus 50¢ core deposit and sales tax.
146
147 COMMISSION
148 APS will pay to the Huntington Beach Public Library a commission as follows:
149
Sales Volume Net Sales Per Month Monthly Commission Rate
Range From To
1 $ 0,000.01 $ 8,000.00 15%
2 $ 8.000.01 $10,000.00 20%
3 $10.000.01 $15.000.00 25%
4 $15.000.01 and above monthly sales $ 30%
150 All commissions earned are paid monthly, on the 25th day of the following month.
151
152 INSURANCE
153 APS will provide a Certificate of Insurance with the City of Huntington Beach and the Huntington Beach Public
154 Library named as additionally insured. The amount of insurance will be $1,000.000.00. Additionally. APS will
155 "hold harmless' the City of Huntington Beach and the Huntington Beach Public Library.
156
157 TERM OF AGREEMENT
158 This agreement shall be for a period of 36 months from the date of complete installation after which it will be
159 extended for additional 12 month periods unless canceled in writing 30 days prior to the end of any 12 month
160 extension period.
161
162 RE-OPENERS/ANNUAL REVIEW
163 This "Agreement" provides for an annual review of the copier vending operation provided to the Huntington Beach
164 Public Library by APS Affiliates. Items to come under review shall include. but not be limited to, performance of
165 service responsiveness, evaluatiorTof the equipment as it pertains to meeting e needs of the LIBRARY and
166 suggestions that may improve the overall operation of this enterprise.
167 This "Agreement" may also be "re -opened" for modification(s) during the "annual review." Any details contained
168 within the "Agreement' are subject to modification at the annual review meeting and shall become binding upon
169 the written agreement of both parties. The scope of such items could include, but are not limited to. changing the
170 vend prices.. term of agreement, changing or upgrading equipment.. adding equipment, changing the commission
171 plan. bypass copies. charges for bypass copies and so forth.
172
173 This Agreement may only be changed by written amendment signed by APS and the authorized representative of
174 the LIBRARY.
175
176 CANCELLATION
177 The LIBRARY may cancel this agreement for cause if the vendor. APS. defaults or violates the terms of this
178 Agreement. unless it is out of the vendors control. by giving the vendor a written 30 day notice of intent to cancel
179 for cause. The LIBRARY may cancel this Agreement for "non -funding' with a 30 day written notice.
180
181 Items that are considered "Cause' include: failure to replace any piece of equipment that has more than 10 failures
182 in any 30 day period. failure to respond to a service request within four contiguous working hours, failure to deliver
183 paper. toner and other supplies within six contiguous working hours, failure to pay commissions on or before the
184 25th day of the following month or lapses in or cancellation of our liability insurance.
185
186 Exceptions to "Cause' are elements that are out of the control of APS or act of God. Such elements could include:
187 traffic or weather conditions or natural disasters that cause delays in travel or transportation, earthquakes, strike by
188 supplies. out of stock conditions of suppliers or product unavailability from suppliers.
189
190 ARBITRATION
191 Any controversy between the Huntington Beach Public Library and APS Affiliates, involving the construction or
192 application of anv of the terms, provisions. or conditions of this Agreement shall on the written request of either
193 party served on the other be submitted to arbitration, and such arbitration shall comply with and be governed by the
194 provisions of the American Arbitration Association. The cost of arbitration shall be borne by the losing party or in
195 such proportion as arbitrator shall decide.
196
197 CUSTOMER OWNED EQUIPMENT
198 Huntington Beach Library owns and is leasing a number of photocopiers, micrographic reader printers and a Rowe
199 BC-35 change machine and other equipment. APS makes the following proposal for the existing equipment:
200
201 APS will assume the lease for the existing FP-2680 and three FP-1780 Panasonic Book copiers and acquire the
202 copiers. At the conclusion of the current lease, the copiers will be replaced with current model public access
203 copiers.
204
205 The library currently owns seven Panasonic FP-3000 series coin operated copiers consisting of FP-3007 and FP-
206 3037 models. There are five located in the Central library. one in Banning and Main Street Branch libraries. APS
207 will pay $500.00 for each copier and replace it with a new book or ADA (x.4,vD/c.4.PPED) copier that will be owned
208 and operated by APS.
209
210 APS will assume the lease. aqquire and maintain the Rowe BC-35 bill changer operated by the library. APS will
211 install and operate an additional Hamilton bill changer in the library if needed.
212
213 APS will assume the operation of the existing Minolta micrographic 605Z reader printers. and will provide all
214 necessary supplies, parts and labor. APS will assume the operation of the Minolta 503 Fiche, including all
215 maintenance. parts and supplies until the machine is no longer serviceable. APS will install debit card readers on
216 all existing Micrographic Equipment.
217
218
219
220
221
222
223
224
225
226
227
228
229
230
231
232
233
234
235
236
237
238
239
240
241
242
243
244
245
246
247
248
249
250
251
252
253
254
255
256
257
258
259
260
261
262
263
264
265
266
267
268
269
270
271
272
• •
FACILITIES MANAGEMENT SYSTEM AGREEMENT
Accepted for Huntington Beach Public Library Accepted for APS Affiliates
BY�� Date: -9 BY: Date:
HUNTINGTON BEACH PUBLIC LIBRARY LOCATIONS
Central Library
7111 Talbert Street
Huntington Beach, CA 92648-1296
Banning Library
9281 Banning Avenue
Huntington Beach. CA 92646-8302
Oakview Libran
17251 Oak Lane
Huntington Beach. CA 92648
[At Libras Request, copier and computer
is not included in initial vlanl
Branches:
Main Street Library
525 Main Street
Huntington Beach. CA 92648-5133
Telephone Numbers:
714-960-8836 MAIN
714-375-5180 FAX
714-842-4481 REF
Graham Library
15982 Graham Street
Huntington Beach. CA 92649-1724
be included if space can be
5
Location
Present Equipment
Replacement Equipment
Copy Center
Rowe BD35 Changer
Rowe BD35 Changer or
Hamilton VC2
Copy Center
Panasonic FP-1780 Book Copier
APS1000 High Speed Book
Co ier, coin and debit card
Copy Center
Panasonic FP-1780 Book Copier
APS1000 High Speed Book
Copier, coin and debit card
Copy Center
Wane
APS1000 High Speed Book
Copier, coin and debit card
Copy Center
Panasonic FP-3007
Sharp SF-7900 Book Copier,
coin and debit card
Copy Center
Panasonic FP-3007
APS1000 High Speed Book
Copier, coin and debit card
Copy Center
Note
HPCopyjet Color Copier with
:__ _ ................_ _ . .
coin and debit card
Copy Center
IBM Selectric Typewriters
Swintec 7000 Electronic
T ewriter coin operated
Copy Center
IBM Selectric Typewriters
Swintec 7000 Electronic
Typewriter coin operated
Copy Center
IBM Selectric Typewriters
Swintec 7000 Electronic
T ewriter coin operated
Copy Center
IBM Selectric Typewriters
Swintec 7000 Electronic
T ewriter coin operated
Copy Center
IBM Selectric Typewriters
.............................................................................
Ta BE P HASED TOUT
Copy Center
......... _ _.
None
ACT Debit Card Dispenser and
:
Encoder
Copy Center
tv:ne .
Public Fax, debit card only
Co Center
Ntirte
Stora a Cabinet for Supplies
Acquisitions -staff use only
Panasonic FP-2680 Staff Copier
SF-9800 High Speed Duplicator
with ADF, Sorter s
with ADF, Duplex, Sorter/Stapler
Micrographic Reader Printer
Minolta 605Z, fiche/film with coin
Install ACT Card Reader
Micro
a
operation
Micrographic Reader Printer
Minolta 605Z, fiche/film with coin
Install ACT Card Reader
Micro
a
operation
Micrographic Reader Printer
Minolta 605Z, fiche/film with coin
Install ACT Card Reader
Micro
a
operation
Micrographic Reader Printer
Minolta 605Z, fiche/film with coin
Install ACT Card Reader
Micro
operation
Micrographic Reader Printer
Minolta 605Z, fiche/film with coin
Install ACT Card Reader
Micro
operation
Micrographic Reader Printer
Minolta 503, fiche with coin op 4Install
ACT Card Reader
Reference
CD ROM Reference #1
News Index, ThinkJet
............................................................................... .
To E P;CaasEDO�iT
CD ROM Reference #2
IAC with Okidata printer
HP600 with interface
and debit card
CD ROM Reference #3
IAC with Okidata printer
HP600 with interface
and debit card
CD ROM Reference #4
IAC with Okidata printer
HP600 with interface
and debit card
CD ROM Reference #5
IAC with Okidata printer
HP600 with interface
and debit card
CD ROM Newsbank
Panasonic printer
HP600 with interface
Orange County Register
and debit card
CD ROM Newsbank
Panasonic printer
HP600 with interface
Los Angeles Times
and debit card
CD ROM Station Childrens
Epson 800 printer
HP600 with interface
and debit card
273
274
275
276
277
278
279
280
Location
Present Equipment
Replacement Equipment
CD ROM Station Childrens
.............................................................................
rto printer
HP600 with interface
and debit card
Childrens OPAL
no printer :'I
HP600 with interface
and debit card
Micrographic Center OPAC #2
OPAC
HP600 with interface
no tinter
.
and debit card
Reference OPAC
OPAC
HP600 with interface
no` rrntlbr,_ .
and debit card
Reference OPAC #9
OF�AC
.._ __............._ .__......._ _._......__ _..........
HP600 with interface
..................................................................................
..................................................................................
na "rinter
and debit card
Reference OPAC #12
OPAG
HP600 with interface
RO finter ;.>
.........::..............................................................:......:.
and debit card
2 Childrens OPAC #14
OPAC shared printer
HP600 with interface
A-B Shared
and debit card
3 Childrens OPAC #15
OPAC shared printer
HP600 with interface
A-B-C Shared
and debit card
Childrens Computer Room
tlo printer
HP600 with interface
2 computers A-B shared
and debit card
Childrens Computer Room
no prnter
HP600 with interface
2 computers A-B shared
__._. <..
and debit card
Childrens Computer Room
no printer
HP600 with interface
2 computers A-B shared
......................:...................:.................................::::::
and debit card
Childrens
Panasonic FP-3037
SF-7900 Book copier with
coin and debit card
Level 4
Panasonic FP-1780
SF-7900 Book copier with
to Graham Library if room
coin and debit card
Level 4
Panasonic FP-3007
APS 1000 High Speed Book
copier, coin and debit card
Genealogy
Panasonic FP-3007
APS1000 High Speed Book
copier, coin and debit card
Banning Library
Panasonic FP-3007
2
FP-1780 Book Copier with coin
and debit card '
Banning Libra
............................................................................
.................................................................................
no com liter::':
PC with printer, debit card only
Main Street Library
Panasonic FP-3007
FP-1780 Book Copier with coin
and debit card '
Main Street Libra
...................................................................................
<na cl3ri7 utec
PC with printer, debit card only
Graham Library
rto copier
FP-1780'Book.Copler with coin
and debit card'if space,:can tie
.
found '.
_ _.
Graham Libra
no Cord utec <
PC with printer, debit card only
1 FP-1780 Book Copier on lease to be assumed by APS. APS will assume ownership at the end ofthe lease.
2 FP-3007 and FP-3037 to be purchased from Huntington Beach Library as set forth in the agreement.
3 FP-2680 office copier on lease to be assumed by APS. APS will assume ownership at the end ofthe lease.
4 APS will assume the operation ofthe existing Minolta 6057's and 503. to include all maintenance, parts. supplies and add debit card
readers. APS will replace the existing Minolta reader printers when they become unserviceable.
5 Rowe BD35 Changer leased by Libras' for $100 per month. APS will assume cost of lease and ownership at end of lease and will
replace changer should it become unserviceable.
Certificate of Insurance
A Certificate of Insurance with the City of Huntington Beach as additional named
insured will be forthcoming.
0 REFERENCE LIST •
We currently are doing business with the following major library accounts:
LIBRARY ACCOUNTS
Los Angeles County Library System Copiers since 1990
7400 East Imperial Highway
Downey, CA 90242
310-940-8485
Contact: Yolanda Young, Contract Service Coordinator
SAN BERNARDINO COUNTY LIBRARY SYSTEM
104 West Fourth Street
San Bernardino, CA 92401
909-383-1734
Contact: Rick Erickson
CITY OF ORANGE PUBLIC LIBRARY
101 North Center Street
Orange, CA 92666
714-532-0391
Contact: Eugenia Wong
CITY OF NEWPORT BEACH PUBLIC LIBRARY
856 San Clemente Drive
Newport Beach, CA 92660
714-777-3800
Contact: Robin Weed -Brown
CITY OF SAN BERNARDINO
Feldheim Library
555 West Sixth Street
San Bernardino, CA 92410
909-381-8210
Contact: Robert Ewing, Director
COLTON CITY LIBRARY
656 Noth Ninth Street
Colton, CA 92324
909-370-5083
Contact: David Davis, Director
ALHAMBRA PUBLIC LIBRARY
401 North Main Street
Alhambra, CA 91081
818-570-5008
Contact: Carol Stone. Director
CITY OF ARCADIA LIBRARY
20 West Duarte Road
Arcadia, CA 91007
818-446-7112
Contact: Janet Sproleder, Assistant City Librarian
CORONA PUBLIC LIBRARY
1720 West Sixth Street
Corona, CA 91720
909-736-2382
Contact: Nora Jacobs
Copiers since 1974
Copiers since 1984
Debit Card Systems since 1985
Full Service since 1994
Full Service since 1989
Copiers since 1982
Copiers and Micrographics since 1989
Full Service since Fall 1994
Copiers and Micrographics since 1984
•
LIBRARIES (Continued) 9
CITY OF COMMERCE PUBLIC LIBRARY
5655 Jilson Street
Commerce, CA 90040
213-722-6660
Contact: Robert Conover, City Librarian
YORBA LINDA PUBLIC LIBRARY
18181 Imperial Highway
Yorba Linda, CA 92686
714-777-2873
Contact: Carolann Tassios, Director
PALMDALE CITY LIBRARY
700 East Palmdale Blvd.
Palmdale, CA 93550
805-267-5601
Contact: Terri Maguire, Principle Librarian
DOWNEY CITY LIBRARY
11121 Brookshire
Downey, CA 90214-7015
310-904-7365
Contact: Vicky Jenkins, City Librarian
Jan Palen, Principle Librarian
RANCHO CUCAMONGA CITY LIBRARY
Archibald Avenue
Rancho Cucamonga, CA
909-948-9900
Contact: Deborah Kaye Clark, City Librarian
Richard Karatsu, Principle Librarian
UPLAND CITY LIBRARY
450 North Euclid Avenue
Upland, California
909-981-1033
Contact:Linda Yao, City Librarian
Marie Boyd, Principal Librarian
ONTARIO CITY LIBRARY
215 East C Street
Ontario, CA 91764-4198
909-988-8481
Contact: Sue Jackson Luce, Director
Judy Evans, Principal Librarian
TORRANCE PUBLIC LIBRARY
3301 Torrance Blvd.
Torrance, CA 90503-5053
310-618-5968
Contact: Nancy Coffey, Sr. Librarian
Copiers since 1984
Copiers and Micrographics since 1992
Full Service since 1983
Debit Card. Computer
Micrographic. CD ROM
Spring 1995
Spring 1995
Fall 1994 Full Service
Spring 1995 Full Service
Spring 1995
Full Service Debit Card
Computer, CD ROM
Micrographics
0:* 0a. 96 09 ; 00 .4h!I * I RM INSURANCE
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This endwsement modifies Insurance provcded under the following:
COP MERCIAL GENERAL LIABILITY COVERAGE PART
SCHEnULE
Name at Person or Organtzatlon:
CITY OF HU TINGTON BEACH
ITS OFFICERS AND EMPLOYEES
(it no entry appears above, information reouired to compiete this cndorspm, :m w:!' ko Shawn in the Declarations as appllCable
to this erlslorsement,)
WHO IS AN INSURED (Section !i) is amended to include as an Insureri v,,? Person or organization shown in the Schedule as
an Insured but only with respect to Iiabiiity arising out of your operations or premir.es Owned by or rented to you.
Copyrlghl, Insurance Services Wre, Inc., 1984